Request Client Documents Workflow
This workflow enables you to send a checklist of documents to a client and collect their uploads — through email, SMS, or both. With the LegalServer upload toggle on and usable LegalServer launch data available, files are zipped and uploaded to the matter. A separate advocate notification is sent only when Send copy to advocate is on.
To begin, navigate to the LegalServer matter profile and click the Request client documents link under the Docassemble Interviews block.
Step 1: Specify the Documents
Build a checklist of the documents you need. For each entry, you can add a title (required) and an optional description that helps the client understand what to send.
For example:
| Title | Description |
|---|---|
| Pay stub | Most recent pay stub from your employer. |
| Lease | A signed copy of your current lease. |
| Photo ID | A clear photo of your driver's license or state ID. |
You can add as many items as you need by clicking Add another.
Step 2: Configure the Request
On the request screen, you'll fill in the recipient and notification details.
Who needs to send you the documents?
- Client name — defaults to the matter's primary client.
- Request documents via:
- Email — sends a single email with a secure upload link.
- SMS — sends a single text message with the link.
- Email and SMS — sends to both channels. Note: The SMS options only appear if your organization has SMS enabled.
- Client email / phone — defaults are pre-filled from the matter; you can pick another or type a new one.
Who should we notify when the request is finished?
- Send copy to advocate — toggle on to receive a notification email when the request is complete.
- Advocate name / email — defaults to the matter's primary assignment.
Request language
Pick the language of the request email/SMS from your organization's supported languages. The default is the client's preferred written language from LegalServer (with sensible fallbacks for Chinese variants and others).
LegalServer upload settings
- Upload documents to LegalServer when received? — when on, uploaded files are zipped and posted to the LegalServer matter's documents tab as soon as the client is done. Defaults to on for matters launched from LegalServer.
Step 3: Send and Wait
After you click Next, the system sends the request and shows a "Request sent" screen. The link is valid for 7 days (168 hours). If Send copy to advocate is on, the advocate address receives an email when the client is done.
If you need to send the link manually (for example, in a separate SMS thread), use the Copy link button on the waiting screen.
What Happens When the Client Uploads
When the client opens the link and uploads files:
- Each uploaded file is renamed to include the document title (for example,
Pay stub - filename.pdf). - If enabled and applicable, Upload to LegalServer zips all files and posts them to the matter's documents tab.
- If Send copy to advocate is on, the advocate receives a completion notification. Attachments are included when the total is 15 MB or less; above 15 MB the notification contains a link instead of attachments.
The client sees a "Thank you!" confirmation screen and is done.
SMS-Specific Behavior
When the request is sent by SMS (or by SMS in addition to email):
- The message is sent without a subject (subjects are not meaningful in SMS).
- The body is a short, plain-text line that includes the advocate's name (and the organization name, if configured), the count of documents requested, and the secure link.
Email Template
The email message uses a styled HTML template that includes:
- The organization name (if configured) and the advocate's name.
- A clear list of each requested document title and description.
- A prominent "Upload Documents" call-to-action button.
- A footer noting that the link will expire in 7 days.
Troubleshooting
- "SMS delivery is not available" — your organization has not enabled SMS/Twilio. Choose Email only for this request, or ask your administrator to enable SMS in the client configuration.
- Files are missing from the LegalServer upload — verify the Upload documents to LegalServer when received? toggle is on, and that the interview was launched from the LegalServer matter profile (so it has access to the case UUID).
- The link has expired — relaunch the workflow and send a new request.